Administrative Assistant (Austin,TX)

PIMCO•Austin, TX

18h•Onsite

About The Position

PIMCO is seeking an Administrative Assistant to support its Client Management, Global Wealth Management, or Portfolio Management businesses in Austin, Texas. The role provides an opportunity to work with varied teams and contribute to client service in a fast-paced environment requiring professionalism, organization, and attention to detail. The assistant serves as a trusted partner to an immediate team while contributing to firmwide team support and backup coverage. The position includes comprehensive administrative support for executives and teams, including calendar and meeting coordination, communications, travel arrangements, expense reporting, and client-event logistics. Additional duties include maintaining client information in CRM/Perform, preparing and editing business documents and presentations, coordinating team activities and employee onboarding, and anticipating executive needs while exercising discretion with confidential information. PIMCO states that compensation includes base salary and a discretionary bonus. The listed hourly rate is $43.99.

Requirements

At least five years of administrative experience, with a proven record supporting multiple senior executives or management teams.
Intermediate to advanced proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Working knowledge of policies and procedures for travel, calendaring, client meetings, and expenses.
Working knowledge of tools such as Zoom, Box, Slack, Concur, Navan, Condeco, catering systems, visitor portals, and ServiceNow.
Excellent organizational, time-management, and multitasking skills, with strong attention to detail.
Ability to maintain composure under pressure and manage high-stress situations.
Ability to reprioritize tasks as business needs change.
Strong written and verbal communication skills, including telephone etiquette and email composition.
High ethical standards and ability to handle confidential information professionally.
Ability to work independently, take initiative, and collaborate effectively with team members.
Proactive mindset, sense of urgency, and ability to anticipate executive needs.
Strong prioritization, client focus, solution orientation, and follow-through.
Flexibility and adaptability to changing priorities and demands.
Self-starter with aptitude for learning and sound judgment.
Demonstrated client focus and ability to foster positive relationships and client satisfaction.
Consistent accuracy and timeliness across travel, calendaring, meeting coordination, expenses, and phone coverage.

Nice To Haves

Two-year college degree (preferred, but not required).

Responsibilities

Provide comprehensive administrative support and proactively help maximize executives’ time and team efficiency.
Serve as a point of contact for internal and external communications, prioritizing phone calls, emails, and mail.
Provide phone coverage, copy and distribute mail, and assist with ad hoc projects and group events.
Manage and prioritize calendars for multiple executives, adapting schedules to last-minute changes and competing priorities.
Arrange meeting rooms, catering, audio/video services, and logistics for onsite and offsite meetings and conferences.
Book primarily domestic travel, including flights, accommodations, ground transportation, and visas, in accordance with firm policies.
Process expense reports accurately and promptly.
Organize client meetings and internal events, including venue selection, catering, and logistics.
Order and coordinate monthly client-anniversary gifts.
Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance for client meals, gifts, and entertainment.
Build business relationships with executives and administrative staff and facilitate communication between leaders and stakeholders.
Draft, proofread, and edit business documents, including memos, reports, presentations, and emails.
Conduct research, gather data, and prepare reports and presentations to support decision-making.
Coordinate backup coverage with the Admin team and provide ad hoc support for other Account Managers as needed.
Drive team activities and events, including all-hands meetings, team meetings, and social events.
Coordinate mid-year and year-end conversations between associates and managers.
Manage onboarding for new employees and consultants, including seating, equipment, announcements, and access.
Engage with executives’ direct-report teams to support alignment and open communication.
Keep leaders informed about upcoming commitments and anticipate their needs ahead of meetings.
Optimize executives’ schedules, manage conflicting priorities, minimize time conflicts, and handle confidential information and unexpected situations with discretion.